Microsoft Word - lecnote_fm_Health Planning and ManagementHealth Planning and Management
Jima University Gondar University
Addis Ababa University
In collaboration with the Ethiopia Public Health Training Initiative, The Carter Center, the Ethiopia Ministry of Health, and the Ethiopia Ministry of Education
Nov 2004
Funded under USAID Cooperative Agreement No. 663-A-00-00-0358-00.
Produced in collaboration with the Ethiopia Public Health Training Initiative, The Carter Center, the Ethiopia Ministry of Health, and the Ethiopia Ministry of Education.
Important Guidelines for Printing and Photocopying Limited permission is granted free of charge to print or photocopy all pages of this publication for educational, not-for-profit use by health care workers, students or faculty. All copies must retain all author credits and copyright notices included in the original document. Under no circumstances is it permissible to sell or distribute on a commercial basis, or to claim authorship of, copies of material reproduced from this publication.
©2004 by Challi Jira, Amsalu Feleke, Getnet Mitike All rights reserved. Except as expressly provided above, no part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without written permission of the author or authors.
This material is intended for educational use only by practicing health care workers or students and faculty in a health care field.
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Acknowledgements
The development of this lecture note for training Health Extension
workers is an arduous assignment for Ato Challi Jira, Ato Amsalu
Feleke and Dr. Getnet Mitike at Jimma university, Gondar University
and Addis Ababa University.
Essentially, it required the consolidation and merging of existing in
depth training materials, examination of Health Extension Package
manuals and the Curriculum.
Recognizing the importance of and the need for the preparation of the
lecture note for the Training of Health Extension workers THE
CARTER CENTER (TCC) ETHIOPIA PUBLIC HEALTH TRAINING
INITIATIVE (EPHTI) facilitated the task for Jimma, Gondar and Addis
Ababa University to write the lecture note in consultation with the
Health Extension Coordinating Office of the Federal Ministry of
Health.
Finally the Federal Ministry of Health would like to express special
words of gratitude for those who contributed and endeavored to the
development of this lecture note and to TCC/USAID for the technical
and financial support.
Contents .................................................................... ii
Introduction ................................................................... iii
UNIT ONE: General Introduction to Health Planning and Management .......................................... 1 Planning ..................................................................... 9
UNIT TWO: Primary Health Care .................................. 24
UNIT THREE: Health Care Delivery System and Health Policy in Ethiopia .................................. 41 UNIT FOUR: Leadership ............................................. 47
UNIT FIVE: Supervision ................................................ 58 UNIT SIX: Implementation ........................................... 77 UNIT SEVEN: Evaluation .............................................. 86
Reference ..................................................................... 104
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INTRODUCTION
Shortage of teaching materials for primary cadres of health is the
major problem in Ethiopia. Currently textbook for Health Extension
Package Workers is not available. To meet this unmet need, this
lecture note was prepared. Therefore, the production of this teaching
material is very important and has immense contribution in teaching
of Health Planning and Management for Health Extension Package
Workers in Ethiopia.
Learning Objectives
At the end of this unit the trainee will be able to:
Define management
Define planning
Identify other functions of management
Differentiate administration and management
Management is a process of reaching organizational goals by working
with and through people and other resources.
The definition of management is based on two principles
Commitment to achievements
The importance of people and other resources
This means that people are the most important resource for getting
things done.
Management is universal and necessary function.
It is essential for all kinds of organizations. This is because every
organization requires:-
Evaluating the performance directed toward its
objectives
interchangeably in government
and business organizations.
Administration: Means overall determination of polices and major objectives.
Functionally: It is the laying down of the general purpose of the
organization.
The formulation of general plan of procedure.
The inauguration of broad programme.
Approval of specific major projects that fall within the general
programme.
Management: Is essentially an executive function, the active direction of human
effort. It is the work that a manager seeks to get results through other
people.
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functions. The chief executive would devote a greater part of his/her
time to the broader administrative responsibilities, but will also
participate (though to limited extent) in executing those policies. As
we go down the hierarchical ladder, the administrative function
became less and less and the management function more and more.
The following figure clearly demonstrates this point.
Administration President Vice President Schools Department Division Units
Management
Management Functions Function is defined as a broad area of responsibility composed of
many activities aimed at achieving a predetermined objective.
Functions of Management Include
1. Planning Planning (p)
Implementation & Evaluation (PIE).
Communication
The diagram shows Planning, Implementation and evaluation as the
three slices of a PIE. But what matters is the arrows that link the three
functions to emphasise the spiral/continuous cycle of management.
Communication It is necessary for sharing ideas/information between the
Manager
Decision Making Is employed during
Communication
Decision-Making
5
- Evaluation
Concepts and Principles in Management In the process of fulfilling his/her managerial duties the manager
would apply the following concepts and principles.
Concepts
1.1 Effectiveness
Effectiveness is the degree to which a stated objective is being
achieved. It is
1.2 Efficiency
It is concerned with the balanced use of resources (money,
material, human resource, time, space and information)
1.3 Economy of Scarce Resources
Some, and often many, resources are scarce and costly thus we
have to economize
1.4 Work Relations
Work activities should be designed and structured so as to
support each other towards the achievement of objectives
1.5 Information
6
Management needs information if it is to make the right decision
for action. At the same time, information can easily handicap
Management, if it is not
the right kind
in the right hands.
Management sees that objectives are specified and then that they
are achieved.
How much of it?
Therefore, a clear statement of objectives makes it possible to
evaluate how effective one is in approaching and reaching the
objectives.
made. For better performance there should be feedback to learn
form the experience gained.
Management attempts to bring about balance of work among the
different people concerned.
Often when the resources that are normally used to provide
service became scarce or too expensive, different resources may
be used to provide the intended results.
Convergence of Work
Working relations should contribute to the success of each activity
and so to general effectiveness. These working relations of
activities are:-
time relations or sequence
spatial relations between activities
Example: In EPI programme the general goal is to
vaccinate/immunize children and mothers and require. Developmental activities (training of vaccinator) and
Some continuous support activities (supplies).
Functions Determine Structure
When the work is defined i.e. the function and duties of the
individual members of the team are clearly defined and known to
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all. The working relations (the structure) follow. The exact nature
of authority will be clearly delineated on the structure.
Delegation
Delegation takes place when some body's authority is lent, so as
to enable that person to take responsibility when the occasion
arises.
1. Don't be overloaded with the routine, unnecessary
information, be selective.
In short management by exception means
- selectivity in information
- priority in decision
When and where?
Decision must be made as closely as possible in time and place
to the object of decision and to those affected by it.
Planning Learning objective
9
The main objective of this session is to acquire planning skill so as to
plan and prepare health action plan for primary health care units.
Definition
information dreaming up ideas, using logic and
imagination and judgment in order to come to a decision
about what should be done.
Health Planning - Is the process of defining community health
problems, Identifying needs and resources, establishing
priority goals, and setting out the administrative action
needed to reach those goals.
Scope of Planning: 1. What is the target client?
. population
. institution
. programme
What is the plan intends to address should be clearly defined?
2. What is the target geographical region or area?
. Village/kebele
. District
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. Zone/Region
At what level are you planning? has to be clearly defined.
For what level of comprehensive service should be
planned?
The degree of comprehensiveness to be determined as that of the
following:
. Diet –sanitary preparation of food . Curative
. Avoidance of harmful life style . Promotive
sanitary housing condition . Preventive &
. Freedom from stress
Clear vision/mission, goal and objectives
A clear picture of the tasks to be accomplished
The resources needed to accomplish the task
. Human resources, material, money, time, space and
information.
2. Planning takes place at all levels planning takes place at any level in health system.
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planning methods can be applied to:-
. A large program at national level eg. Malaria control programme
. Small one - at village level eg. Construction of community health
post.
3. Planning must be collective undertaking It requires the participation of:-
. Professionals – from health and other sectors
. Community/Non government organizations (NGO)
Strategic planning –often referred as alocative planning–
normally five years or more.
Tactical/operational planning –may be referred to as activity
planning.
It covers a short period of time medium term –usually one year
Strategic Planning
What is strategic planning? Strategic planning is the process of determining what an organization
intends to be in the future and how it will get there. It is finding the
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best future for your organization and the best path to reach that
destination.
strategic planning tool that matches
internal organizational strengths and
threats. By reviewing strengths,
will became evident.
In the health sector, strengths may be considered availability of
resources and trained human power.
Weakness include lack of managerial
talent and obsolete facilities. Threats
include adverse cultural believes towards
modern medical practice and growing
cost of essential drugs. Example of
opportunities are clear and supportive
government polices and the presence of a
functional health committee in the
communities (Figure 1).
Figure 1: SWOT Analysis: a framework for selecting strategies – SWOT matrix
13
emphasizes the current operations of
various parts of the organization.
Short range is defined as a period of time extending only about
one year or less into the future.
Steps in planning There are six steps in planning
Situation analysis
Setting objectives and targets
National health polices & programmes;
services;
Review past implementation experience;
Study the size, composition and distribution of the population;
Collect information about resources;
. Analyzing problems and constraints
Define a problem: a problem is a difficulty or obstacle seen to exist
between a present situation and desired future objective.
What exist now (the
Does the Problem:-
2. cause high infant mortality
3. affect maternal health
5. cause chronic conditions & handicap
6. affect socio-economic development
7. cause worry to the community
If the answer to any one of the above question is yes, the problem is
a priority one.
To be based on the above question, the criteria can be:
The magnitude of problem
. Objectives are desired end states (outcomes) of a
programme
. If the programme is made to have an objective and target
then:-
It must be feasible - achievable
It must be observable
It must be measurable
M = measurable
A = Achievable
R = Realistic
T = Time bound
Example: By the end of 2005 90% of eligible children will be
vaccinated against six target disease in Omo Nada woreda.
Step 4: Identifying Potential Obstacles
Why objectives could not be attained?
Which are the limitations & obstacles?
Resources: . People - lack of interest
- no skilled people etc
Environmental Obstacles:
. Geographical problems
After identification – Analyze the obstacle
obstacles might be modified,
can not be removed but has to be clear
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19
Changed Removed Modified
women at risk
. Procedure to be used
other relevant sectors
Determine resources required in terms of proposed strategy
- time
- staff
- facilities/materials
- money
Step 6: Writing up the Plan
The purpose of writing the plan to request funds or resources
for monitoring and evaluating the implementation process by all
concerned
The seven guideline words Planning steps Why are we doing this? Steps
The rationale/problem situation 1. Information &
2. The problem
The objectives and Targets are clearly stated Objectives &
Targets
Strategies of activities 4.Chosen
The things that we need? - Implementation
. Types & quantity of human power - Resources
. Equipment - required
Where will the work be done? Step 7
Area/village Organization
When will the work be done (Gannt chart Step 8
next page)
. Schedule of activities
22
Activities
Date
Discussion with staff
chain mgt.
Ordering equipment
Introduction
Primary Health Care (PHC)
Learning Objective The objective of this Unit is to let Health Extension Package Workers
know Primary Health Care (PHC) programmes principles on which
the health system operates, as planning of health services are based
on PHC programmes. 1. Introduction The World Health organisation (WHO), which was established in
1948, has always had as a major objective the attainment by all
people of the highest possible level of health. Health according to the
WHO definition is "a state of complete physical, mental and social
well being and not merely the absence of disease or infirmity".
However due to political and soico economic factors the various
health care approaches implemented in different countries between
1948 and 1978 did not enable WHO to meet the stated objective.
2. Primary Health Care (PHC)
Definition The international conference on PHC, held At ALMA-ATA in 1978
defines as follows:
PHC is defined as Essential Health Care based on practical,
scientifically sound, and socially acceptable methods and technology
made universally accessible to individual and families in the
community through their full participation and at a cost that the
community and country can afford to maintain at every stage of their
development in the spirit of self reliance and self determination. It
forms an integral part of both the country's health system, of which, it
is the central function and main focus and the overall social and
economic development of the community. It forms the first level of
contact of individual, the family and the community with the national
health system, brining health care as close as possible to where
people live.
The following principles underline the concept of PHC
Intersect oral collaboration
Decentralization
3.1 Intersect oral Collaboration
Inter-sect oral collaboration is one of the key principles of PHC. It
means a joint concern and responsibility of sectors responsible for
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development in identifying problems, programmes and undertaking
tasks that have an important bearing on human well being. Health
has several dimensions that can be affected by other sectors. The
cause of ill health are not limited to factors related to the health
sector. Education for literacy, income supplementation, clean water,
sanitation, improved housing, ecological sustainability, more effective
marketing of products, construction of roads and water ways,
enhanced roles of women, are changes that may have substantial
impact on health. The reverse is also true that economic, social and
cultural development cannot proceed smoothly without concomitant
and consequent health development. Health therefore is fundamental
to socio-economic development and plays a critical role.
Why is intersectoral collaboration important?
To save resources (effective use of resources)
To identify community needs together
Which are the sectors that should collaborate?
All those sectors involved in the development process such as
Health, Agriculture, Education, Information, transport and
communication, housing and non governmental organization (NGOs).
What hinders inter sectoral collaboration?
Lack of communication between different sectors
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By forming bodies from relevant agencies and elders
at different levels, starting from the community.
In general communities can often respond more readily to broad
approaches to the problems of development than to the fragmented
sector by sector approach. Collaboration should be at all levels,
programmes should be coordinated and activities should be
integrated.
3.2 Community Involvement
Community: Is a collection of people living together in some form of
social organization and cohesion.
Its members share in varying degree of political, economic, social
and cultural characteristics as well as interests and aspirations
including health.
Community involvement Is the process by which individuals and families assume
responsibility for the community and develop the capacity to
contribute to their health and the community's development.
Is a means by which communities can play a more influential role
in health development, in which the emphasis is on
strengthening the capacity of communities to determine their
own needs and take appropriate action. Communities should
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not be passive recipients of services. Every body should be
involved according to his/her ability.
The community should be actively involved:
- In the assessment of the situation
- Problem identification
- Sharing responsibility in the planning, implementing,
monitoring and evaluation.
3.3 Appropriate Technology
Take account of both the health care needs and the socio-
economic context of a country. This must include consideration
of:-
does not necessarily mean low cost.
Efficiency and effectiveness in dealing with health problems.
Acceptability of the health approach to both target community
and health service providers.
The sustainability including the capacity to maintain equipment
of the approach.
Based on these points, all levels of health system have to review
their methods, equipment and techniques.
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Criteria for Appropriateness To be appropriate, a technology must be:-
Effective - it must work and fulfill its purpose in the circumstances in
which it needs to be used.
Culturally acceptable and valuable.
Affordable. i.e cost effective.
We should not be over dependent on imported skills and
supplies for its continuing function, maintenance and
repair.
A technology is highly appropriate if its introduction and
acceptance can lead to further benefits.
Environmentally accountable.
least minimally harmful
proper and continuing evaluation, if it is to be widely
recommended.
In view of the magnitude of health problems, the inadequate,
inequitable distribution of health resources between and within
countries, and believing that health is a fundamental human right
and world-wide social goal, the conference called for a new
approach to health and health care. This is to close the gap
between the have's and "have not's" which will help to achieve
more equitable distribution of health resources, and attain a level
of health for all the citizens of the world that will permit them to
lead a socially and economically productive life.
Universal coverage of the population with care provided according
to need, is the call for equity. If all cannot be served, those most in
need should have priority. These principles may come into conflict
with efforts to promote cost effectiveness, because those most in
need may be more costly to reach.
Possible definition of equity include:-
Equal health
Equal access to health care according to need
Equal utilization of health care according to need
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Planning for equity in PHC requires the identification of groups which
are currently disadvantaged in terms of health status access to or
utilization of services.
Health promotion relates to the importance of adopting, where
possible a promotive or preventive approach to health problems.
Such an approach sees health as a positive attribute, rather than
simply" the absence of disease". One of the important tasks of the
planner is to redress the imbalance in allocation of resources to
preventive and curative care, enhancing the role of resources
available to prevention and promotion.
3.6 Decentralization
After the Alma-Ata conference, a sixth theme has emerged, that
of decentralization, reflecting the two key principles of community
participation and multisectoralism.
decision making closer to the communities served and to field
level providers of services, making it more appropriate. There is
also a greater potential for multisectoral collaboration at the lower
service-delivery level. Decentralization may enhance the ability to
tap new sources for financing health care. Finally, by breaking
down the large, monolithic decision making structures, typical of
many national ministries, decentralization may lead to greater
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quality. If handled inappropriately decentralization may actually
result in a shift away from the principles of PHC. Planners should,
therefore, consider whether specific strategies and decisions will
enhance or hinder the achievement of PHC.
4. PHC – The level of Care
The term PHC- historically mean most peripheral level of
organized health care- the point of contact between
community & the health services.
The ALMA-ATA declaration states that this level is an:- " Integral
part of the national health care system of which it is the central
function and main focus."
Level Administrative area
Local
Kebele
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The level of care at various levels of health delivery system provides
intact two ways referral system addressing all health care programme
elements. The level of care also needs to consider involvement of
communities and other sectors within the functional infrastructure.
5. The Components/Elements of PHC Essential Health Care consisting of at list 8 Elements
Health Education
& Basic Sanitation
Immunization Immunization against six major childhood diseases
namely:
Promotion of food supply and proper nutrition
Improve food supply at family level
Correction of faulty feeding practices
Treatment and rehabilitation of malnourished children
Treatment and prevention of nutritional diseases
Water and Sanitation
To prevent disease and improve quality of life
-DPT
36
Appropriate Treatment of Common Diseases and Injuries Appropriate treatment of disease included in the essential
component of PHC, but in the early 1980s the enthusiasm
for the development of rural primary level care led to a
neglect of curative and hospital services. The damning
criticism of vast, expensive and inappropriate territory
hospitals called disease palaces "by pediatrician Dr. David
Morley, rubbed off on secondary and district hospital which
have essential function.
Maternal and Child Health Care Including Family Planning 60 - 70% of the population are mothers and children
Promoting and protecting the health of children and
women of child bearing age group
Health problems of great magnitude
Main functions:-
Antenatal care
Delivery care
Postnatal care
Child care
Family planning
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diseases
Education concerning the prevailing health problems and the methods of preventing and controlling them:
Education for promotion of health
Education for prevention of disease
Education for maintenance of health
Education to deal with disease
Prevention and Control of Locally Endemic Disease Prevention and control of locally endemic disease is
important and needs emphasis
Mental Health Dental Health
The use of Traditional medicine
- The role of traditional healers in PHC Advantages of traditional healers
Some treatments are effective
They are easily accessible
Disadvantages of traditional healers
As incidence and prevalence of these diseases
are increasing they need adequate attention as
essential component of PHC component of PHC
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Lack of knowledge of distinction between diseases (critical
and non critical conditions).
The traditional healers can have the following roles in PHC
Traditional healers can be used as health educators
They can be used as community development organizers,
because they are accepted, recognized and treated
Traditional healers can be trained as Community Health
Agents and Traditional Birth Attendants.
How to collaborate with traditional healers
Recognition of the useful aspects of traditional medicine.
Commitment to know more about traditional healers and their act
before rejecting them.
Training them in aspects of modern medicine
Control of ARI Control of HIV/AIDS and other STDs Occupational Health
The incidence and prevalence
of ARI, HIV/AIDs and
In 1988 ten years after Alma-Ata WHO, UNICEF and other
parties decided that it was an appropriate time to review what
has happened since Alma-Ata and what the prospects appear to
be per the year 2000 and beyond. The meeting was held in
Riga, capital of the Lativa Republic of the former USSR in
March 1988.
considerable gains in increasing the equity and effectiveness of
health services and in improving the health and well-being of
their population, the same striking examples can be given of
improvements in coverage, effectiveness, and quality of
programmes.
increased from about 5% of children in developing countries in
1970 to more than 50% in the late 1980s.
Decreasing infant, under five and maternal mortality rates are
evidence of remarkable progress; in many countries, under
five mortality rates have decreased by more then 50% since
1950.
Many countries have based their national health policies on the
concepts of health for all, emphasizing health promotion,
including improvements in life styles, and decentralizing initiative
to districts, cities and local communities.
40
limited progress; most indicators (morbidity's and moralities)
remain unacceptably high.
Despite substantial progress in many countries much still
remains to be accomplished on the way to HFA. Of course there
was never a thought that HFA meant that the world would be
free of health problems. The quest for HFA will not end in the
year 2000. No country can solve all of its health problems, and
new problems continue to emerge in every country. Health for all
remains a permanent goal of all nations up to and beyond the
year 2000.
UNIT THREE Health Care Delivery System And Health Policy In
Ethiopia
Objectives At the end of this unit the trainee will be able to:
• Identify health care delivery system in Ethiopia
• Explain the eight components of Health sector
Development Program
policy
• Examines health and related policies.
Health care delivery system The main function of health care delivery and quality of care is to
increase the coverage and quality of promoting preventive and
curative activities.
If a better performing health system is to be attained, adequate and
motivated personnel, availability of medical supplied and sustainable
financial resources are conditions to achieve such as objective.
42
The main purpose of the health service is to give a comprehensive
and integrated primary health care (Health Extension Package) at the
community level. The approach will be to emphasize on the
preventive and promotive aspect of health care without neglecting
essential curative services.
The approach now being exercised through out the country is to
focus on communicable diseases, common nutritional disorders,
hygienic and environmental health. Maternal and child health care,
immunization against the six child hood diseases, family planning and
reproductive infections diseases including tuberculosis, malaria and
the control of sexually transmitted diseases and HIV/AIDS are also
critical area to address.
Health and Related Policies
In 1992 the Task Force for the preparation of the new health policy
was mandated to evaluate the current status of health services,
identify the major health problems and develop a health policy within
the frame work of the over all governmental policy of good
governance and decentralization. In September 1993, Government
approved Ethiopian's National Health Policy.
The Health policy is the result of critical examination of the nature,
magnitude and root causes of the prevailing problems of the country.
If pays especial emphasis to the needs of less privileged rural
43
Health Sector Development Program comprises eight components;
service delivery and quality of care, health facility rehabilitation and
expansion, human resource development, pharmaceutical services,
information education and communication, health sector management
and management information systems, monitoring and evaluation,
and health care financing.
system.
rehabilitation services.
service system that will reach all segments of the population
within the existing limited resources
- Enhancing political will and commitment to put health as one
of the top government agenda
- Reorienting the health service delivery system.
- Promoting and strengthening multisectoral collaboration and
networking with all concerned sectors
44
segments of the population
international organizations to share information and
strengthen collaboration.
assessed needs.
- Provision of health care for the population on a scheme of
payment according to ability with special assistance
mechanism for these who can not afford to pay
- Promotion of the participation of the private sector and
nongovernmental organizations in health care.
- Health Education shall be strengthened generally and for
specific target populations through the mass media,
community leaders, religious and cultural leaders, professional
associations schools and other social organizations
- Promotive and preventive activities shall be addressed with
major emphasis to control of common endemic and epidemic
communicable and nutritional diseases, prevention of
environmental pollution with hazardous chemical wastes.
- availability of drugs, supplies and equipment shall be assured.
- Traditional medicine shall be accorded appropriate attention
- Health systems research shall be given due emphasis
- Family health services shall be promoted
- Referral system shall be developed
45
developed
- Health legislation shall be revised
- Administration and management of the health system shall be
strengthened and make more effective and efficient.
Priorities of the policy - Information, education and communication of health shall be
given appropriate prommence to enhance health awareness
and propagate the important concepts and practices of self
responsibility in health
diseases, epidemics and diseases related to minorities and
poor living conditions
rehabilitative components of health including mental health.
- Due attention will be given to the development of beneficial
aspects of traditional medicine including related research and
its gradual integration into modern medicine/
- Applied health research addressing the major health problems
shall be emphasize.
equipment shall be strengthen.
expansion of the number of frontline and middle level health
professionals with community based, task oriented training
shall be undertaken
- Special attention shall be given to the health needs of :
The family particularly women and children
Those in the forefront of productivity
Focusing on the majority of the rural population, pastor
lists, national minorities
Exercises 1. Explain health care delivery and quality of care.
2. Why do we focus on preventive, promotive and
rehabilitative services than curative services ?
3. Describe the health policy strategies.
4. List some of the health policy priorities.
47
UNIT FOUR Leadership
Objective At the end of this unit the trainee will be able to:
• Define Leadership
• Examine different aspects of a leader as a change agent
Definition Leadership and management are not defined the same way. For
example, the concept of leaders and managers is understood
differently. However, people often use these concepts
interchangeably.
There are several ways of defining leadership, and yet, the essential
features of leadership are more or less reflected in most of the
definitions. For example, the following is one of the shortest
definitions of leadership.
activities of group members.
48
Main aspects of leadership Although leadership is defined differently the main aspects of
leadership include:
• involvement of other people in the leadership process. It is
very difficult to think of leadership with out people.
• presence of unequal distribution of power among leaders
and members. Where leaders have very high power in the
relationship.
• there is influence of behavior of other people working with
the leader and employees. Some the influence is accepted by
the subordinates and employees. The acceptance is most
often voluntarily.
• Most of the relationships are attached with values and conviction.
Among the many differences between leaders and managers the
following are the main ones.
49
Manager
Leader
1.
2.
3
4.
5.
6.
7.
8.
Administers
Innovates
in the 21st century,” Journal organizational change management, Vol. 2,
no.1, 1989, p.7.
There are many who say that leaders are borne and not made. These
people try to justify their theory by focusing on certain personal
characteristics of leaders. For example, some people identify effective
leaders by their height. They say leaders are generally tall. They give
examples like Abraham Lincoln (President of the USA) or Nelson
Madella (former President of South Africa). However, others argue
that this is not true. For example, Napoleon who was a world class
famous leader was not tall; he was rather short. Because of these
50
arguments, there is no consensus concerning the personality traits of
leaders.
Other theories concentrate on the behavioral characteristics of
leaders either related to the tasks they are handling or the way they
maintain the dynamics and interactions among their followers and
employees. Others would like to relate leaders with the management
techniques they are using in the leadership process.
How do leaders influence other people? The influence of leaders on other people is expressed
through power relationship. Power of a leader is defined
as the ability of a leader to influence or change the
behavior of other people. The power of leaders comes
from a number of sources: it could be because of:
their expertise or education/experience,
acceptance in the community,
degree of authority in rewarding and punishing others, etc.
However, it is good to note that educational level is not the critical
aspect of becoming a leader. Leaders are everywhere. We can find
leaders in the community, in government structures, in schools, in a
village, etc.
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A Leader As Agents' of change examples of leaders who were
change agents
Corporate leaders: Bill gates, Hanery Ford, 500 fortune
companies,...
Social Activists:- Martin Luther Kings Ganhi, Mother Teresa.
What is vision or vision statement
Definitions # 1
A vision is a mental developed image of a possible and desirable
suture states of the organization as well as personal destiny. It is the
ability to see the invisible.
Definition # 2
Vision separates the leader from manager managers see what is and
leaders what should be. Vision see beyond the horizon. 10% of the
people are forward looking, 10% of the people are backward looking
and 80% are watching to see who is going to win.
Example:- Albert Einstein once said, "Imagination is more important
than knowledge. Imagination or the smart use of knowledge is what
separates winners from losers.
Welcome change
Share knowledge
energize others
gone the same need)
communicates often
Plays up his/her strength (strength based leadership)
Recognize that leadership is every where (not just at the top)
is himself and believe in himself (what you see is what you
get)
colleagues
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Understand who a leader is: The root of the word lead is a word meaning to go. It
denotes travel from one place to another. Leaders can be
said to be those who go first. They are those who step out
to show others the directions in which to head. They are
pioneers. They are people who venture into annex plowed
territory and uncharted seas. They guide us to new
destinations. They are ones who take us on places we
have never been before.
Leadership is the capacity and willing to valley men and
women to a common purpose, and the character which
inspire confidence.
influence others. One man can lead others only to the
extent that he can influence them.
Leader is a man who knows the road, who can keep
ahead, and who can pull others after him/her.
A leader is a person who has the ability to get others to do
what they don't want to do, and like it.
Leadership is the capacity to move, inspire and mobilize
masses of people.
A leader is a person who is passionate to achieve a goal
and convinces others by example to join him/her the same
direction
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Be willing to evaluate oneself and everyone involued (one of
the greatest challenge that a leader may face is to go back to
critic his/her performance)
Don't see every thing as easy and as simple as you go along
this road:
- stay consistent
- be willing to be criticized
- Try for the second time, third time, and so on
(please be courageous not to give up)
Lead today by having the tomorrow in - The future belongs to those who believe in the beauty
of their dreams
- Value your listening and reading time at roughly times
of your talking time. (This will insure since one is on a
course of continuous learning) and self-improvement.
- To learn from those who have doing better than the
leader.
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- Setting clear direction
- acting as a change agent
- Decisions and action in times
- crisis and uncertainty
A Leader as a change Agent In order to change the culture of any organization:
- Create and foster a vision of new future
- face up to behavior, values and norms in the current
culture that must change
- create a willingness to separate from the past
- Build shared ownership through organization wide
participation
- model the behavior that supports the new vision
- sustain momentum
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Change Transition Process Standard Deviation Curve 2.5% 2.5% 13.5% 34% 34% 13.50%
Innovators Easy Followers Late Resistant Extreme Adapters if Adaptors opposesrs Proven 100%
A header as change Agent
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- Leaders will be empowered to take the next step in
their journey of leadership
agent.
their organizations
organizations in the change process
- Leaders will have a confidence to engage in change.
Leaders of to day are constantly confronted with a reality of a need
for change. Leaders face overwhelming decisions to make and
changes to introduce. The strategies established to introduce
change, skills exercised to bring change, systems structured for
management and mechanisms developed for evaluation determines
the leader's effectiveness in his/her effort to bring change in the life of
their organization. Hence Health Extension Worker will be highly
motivated to grasp basic concepts of leadership and change
management while reading this concept paper.
Exercises 1. What is vision
2. What do we mean a leader as agent of change
3. What are personality trait of visionary leader
4. Be scribe core leadership competencies
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Learning Objectives
At the end of this unit, the trainee will be able to:
• Define supervision,
• Describe the purposes of making supervision,
• Understand and exercise the principles, processes and
activities of supervision,
• List down the responsibilities and the roles to be played by a
supervisor, and
supervision.
Definition Supervision or control is a teaching-learning process of ensuring that
workers execute the work and spend money as per the plan. It is an
investigative-corrective process: investigative because if the work is
no proceeding as pre schedule or money is being over spend and
corrective because suitable counter-measures are taken to see that
the deficiencies are made good.
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proficiency, tact and leadership qualities.
It is the art of guiding, instructing, and encouraging staff initiative. It
must be seen to be of value and the worker supervised must regard it
as a support and a way of improving competence.
Health service supervision is defined as "A process of guiding,
helping, training and encouraging staff to improve their performance
in order to provide high quality health services. "It is not fault finding.
It is concerned with operational running of the unit and should deal
with the following key questions:
• Do staff understand the responsibilities and objectives that
come with their job?
• How do staff organize their works and what tasks have to be
assigned to them?
• How do staff deal with the problems and difficulties in their
job?
• Do staff achieve high technical, ethical and legal standards in
their job?
employer to work effectively?
• What measure can be taken to improve the performance of
the staffs?
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The supervisor should be able to make orders and issues instructions
and in addition to checking and reviewing performance. Through
supervision, the manager is monitoring, controlling and supporting.
An effective system of staff supervision is essential part of any such
strategies and must be given a priority status.
Kinds of Supervision There are many ways of conducting supervision, but one example is
sited below.
1. Task-Oriented
In this case, both quantity and quality of the task are taken into
consideration. One of the tasks that are examined is how a manager
supervises his/her subordinate.
Person-oriented supervision is the control of the workers based on
the understanding of their needs, past training and styles of working.
Therefore, there are no rigid rules of supervision. Supervision is
tailored to the concerned workers personality.
Responsibilities of Supervisors
members.
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to these standards.
• Work with the staff and the community to identify appropriate
interventions that will lead to improve worker performance and
delivery of high quality service.
• Mobilize resources from many different sources to implement
interventions.
Needs of a Supervisor
• Knowledge of the work
• Skill in leadership.
A supervisor gets results through people. People must be treated as
individuals. This has to be understood by any supervisor.
Main Features of a Supervisor
• Guidance and training
o Manage performance problems
performance evaluation).
• Support, encouragement and advocacy
• Monitoring and evaluation.
Effective Supervision To make an effective supervision and to facilitate the work, it is
advisable to remember and apply the following issues.
• Create good communication and understanding, and participatory
discussions with the staff. Encourage suggestions and
participation. Even you need to talk informally with your staff.
• Share the overall goals and objectives of the program with the
staff.
• Respect your staff and the give praise to the contributions made.
• Identify the types of decisions or issues the staff feel are
important.
• Develop and create team working and team spirit among the staff
involved in supervision.
• Select properly qualified staff with technical and managerial skill.
• Reward (in kind or cash) those with better performances.
Roles of a supervisor Coach - A good supervisor places a high priority on coaching
employees. Good coaching involves working with employees to
establish suitable goals, action plan, and time liens.
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Mentor - Te employee can look to the supervisor as a model for
direction and development.
Advocate for organization - Often the supervisor is the first person
to tell employees about new policies and programs from
management. The supervisor must be authentic, yet tactful.
Advocate for employee - The supervisor is often responsible to
represent the employee's request and to management, along with
also representing the employee's cases for deserving a reward.
Factors that influences supervisions There are a number of factors that influences supervision and
determine supervision style.
Some of them are:
1. The Task In this case in which a high degree of consistency and uniformity of
output are required and work is determined by strict government
policies and/or legislation, then a more directive form of supervision
may well be required.
Closed and defined tasks require an emphasis on a tighter and more
directive style of supervision. In this case where a high degree of
activity and initiative are required and are based on a relatively open
learning approach, then a more participative style is preferable.
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2. The Supervisee Maturity, as the capacity to set high but attainable goals
(achievement-motivation), willingness and ability to take
responsibility, the education and experience of an individual or a
group are some of the factors to be considered from the supervisee.
Supervisory style, therefore, should change according to the situation.
For example, employees with low maturity require a high task
orientation in their supervision.
3. Time The time factor is important in the sense that tasks governed by strict
time limits and emergency situations require a more directive style of
leadership, which do not allow for the discussion of the supervisors
instructions and requirements.
4. The supervisor's own style and situations. Individual style of supervision and the existing situation/condition may
have positive or negative impact on supervision.
It is clear that individuals have different behavior and character.
Depending on the type of behavior an individual possesses, the style
of supervision also may be favored or affected.
On the other hand, situations may have also an impact on the style of
the supervisor, even if he/she has good knowledge on supervision.
Internal and external forces or conditions may dictate on the
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individual style. For example, in the case of and an epidemic, where
many people are suffering and dying of the disease, a supervisor
should take an immediate action on those who are not working
properly.
"Do not be afraid to vary your type of supervision to suit the
circumstances."
Appropriate style of supervision Should the style of supervision be autocratic and/or democratic? Autocratic supervision is frequently criticized for, among other things,
suppressing individual initiative and ability, failing to understand the
particular circumstances of supervisees, and generally contributing to
organizational inequalities.
A more democratic style of supervision based on the broad and
systematic consultation and discussion is designed to contribute to
human development and motivation, along with greater employee
responsibility and initiative.
The styles are:
1. Autocratic (directive)
- One way communication only
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3. Democratic (supportive, participatory)
- "Let us discuss and agree on what we are to do"
- two ways communication
- helps people to grow, to become responsible and show their
initiative
- involve the subordinates in decision-making,
Should supervision be based on task or relationship behavior? Task behavior refers to the extent of which the supervisor defines
roles and specific activities and the means by which the supervisee
fits into the operation of the organization. Relationship behavior refers
to the extent of which the supervisor emphasizes personal contact
and provides the social and personal support for the supervisee.
In may respects, the task behavior is near to an autocratic approach
while the relationship behavior tends to be more democratic, open
and consultative.
Should supervision style adapt to the circumstances? Contemporary approaches to management have criticized the view
that there is a "one best way" of managing that may be used
universally, irrespective of time, place or task. The burden is on
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adapting management to the particular circumstances and the
recognition that what is appropriate in one case is not necessarily
appropriate in another. This is certainly the case with supervision
styles which should not be seen a mutually exclusive and universally
applicable.
The style of supervision adopted by individual supervisors will very
much depend upon the overall policy approach adopted by the
organization and the values expressed in organizational relations.
What skills are required for effective supervision? Three types of skills that may facilitate 'effective supervision' are:
1. Technical Skills It is highly essential and important in the specific area of work for
supervision.
The supervisor should possess good experience and training in the
area of concerned in addition to knowledge of relevant legislation and
organizational policies for that area.
2. Conceptual Skills It refers to the ability of the supervisor to see specific problems in their
wider dimension in addition to applying a logical approach to the
issues raised in supervision. Improving skills here are problem
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identification and solving, organizing, and planning in addition to a
proactive management style.
3. Human Relation Skills It is essential for ensuring the necessary comprehension,
communication, motivation, and employee development together with
discipline in the supervisory relation.
Process and Activities of Supervision 1. Preparation for supervision in the preparatory stage the supervisor has to:
• Study the available documents (such as reports, charts, job
descriptions, etc.)
• Prepare a supervision schedule.
to conduct the supervision
The most important discrepancies and problems have to be identified
and prioritized thereby setting out a checklists of activities and tasks
to which priority attention should be given in respect to each program,
district, institution or unit, and type of health worker.
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• will establish contacts with appropriate persons and groups,
• Discuss the issues on the checklists,
• Review objectives and targets,
• Observe the supervisee in his/her work,
• Identify areas for follow up and gaps,
• Consult with community representatives, and
• Report to the health team.
3. Follow up of supervision These stages should systematically set the particular solution to the
individual ‘s problems. It is identified through the supervisors' report
and the health teams' program of work.
It is important to clarify the objectives and targets, and then set out
the actions required in terms of training, timetable of activities, and
changes in logistic support.
In order to secure a record for future supervision and clarify action
required, the supervisor should make a report.
The experience of supervision in the health sector Studies and consultations show a number of key problems in many
system of supervision.
• High turn of skilled manpower
• It is sometimes carried out without planning and scheduling
• Feedback is not given on time
• Most of the time those areas which are far away are not
covered by supervision.
• Supervisors and Supervisees have in sufficient time for
supervision
• Supervisors do not have the necessary seniority and respect
among the employees
• Supervision takes place sporadically and/or infrequently
• No body is responsible for ensuring that effective supervision
occur
the issues for supervision
• Insufficient development supervisory skills
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• Individual Supervision
supervisor and supervisee.
- It allows dealing with the personal issues and to the
particular problems of the supervisee.
Can contribute to the motivation of the supervisee,
The supervision can adjust his/her style of supervision.
• Group Supervision
It may well be more appropriate to conduct group supervisory
sessions. This means that the supervisor would supervise community
workers from a defined geographic area at one time and one site,
combining field contacts between a supervisor and multiple
community workers into one supervisory session. Supervision can
occur on a fixed schedule and the site can be rotated among the
community workers' villages in the area.
This method introduces the possibility of peer group support as
problems an solutions are shared among co-workers and colleagues
in a learning process. Problems faced by the health workers might
even be common or interrelated and therefore require a more team
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approach in supervision. Supervisees broaden their experience
through exposure to different situations and learn how to work in-
group situations. It could also be a more cost-effective form of
supervision.
In order to make effective group supervisory sessions, much will
depend on the group skills of the supervisor and the status given to
peer group support within the group.
2. Informal and Formal Supervision Supervision is normally considered to be a relatively formal process
with a structure involving preparation, organized supervision
sessions, regular frequency and time limits, recognized stages and
means for the gathering of information, agenda setting, the keeping of
records, and formal definition of actions to be taken. Those
recognized procedures lend seriousness to the supervisory process.
The pressure of time, the immediacy of a crises situation or the
development of highly interesting and important problems also
requires supervision to be conducted on a more formal basis. It is
important, however, that this informality should not become the
predominant form of supervision. There is clearly a need to ensure
supervision takes on the form of a repeating system with a clear and
regular structure.
3. Direct and Indirect Supervision Direct supervision involves the supervisor observing the supervisee in
work situations with the advantage that a clear understanding of
problems and valuable solutions can be developed.
Much supervision, however, takes place in an indirect manner relying
on interviews and records. The indirect method: is based more on
the analysis of documentation and the administration type action. It
includes periodical review of the diary, worksheets, records, etc.
maintained by the worker.
Feedback Giving employees honest feedback on their performance can be one
of the toughest jobs a manager can do. Leaders often shy away from
delivering the honest feedback. Their employees need because it is
uncomfortable and can be seen overwhelming to deal with. yet
without good feedback, your operation cannot improve productivity
and your employees cannot grow and learn.
• Give task-oriented comments based on observations
• Be prompt (Quick, alert) with feedback
• Give action-oriented tasks so that the employee can do it
his/herself
• Be constructive with criticism.
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Summary Note What is Supervision? Health Service supervision is defined as "A process of guiding,
helping, training, and encouraging staff to improve their performance in order to provide high quality health services."
Who Supervises?
• It can be carried out by a person responsible for the
performance of staff.
bodies.
The internal supervision is conducted on daily basis as part of
everyday activities while the external is performed usually on
periodical visit.
• One who supervises one or more people at work.
• One who works in a small scale health post to a large
sophisticated hospital but entitled as supervisor.
• He/She can be a clinician, public health worker,
district/regional health level people, etc.
• One who has received some formal training in supervision or
who have the experience of doing.
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Responsibilities of Supervisors Work with staff periodically to assess their
performance.
communicate to staff on time.
Provide feedback to staff about their performance on
time.
sectors to identify appropriate interventions that will
lead to improve workers performance and delivery of
high quality service.
intervention programs.
Skills of Supervisors He/She need to facilitate and motivate team work.
He/She has to be role-model and demonstrate
technical competency to their staff.
Facilitate meetings and open discussions with
colleagues.
encourage others who score below.
Provide constructive, action oriented, and timely
feedback.
Need to have more of human relation skill and need
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makers.
Personal Characteristics of supervisors Ability to have good quality of leadership and inspire
others.
One who has the commitment to the provision of high
quality of health services.
He/She needs to be open to new and creative ideas.
Exercise Instructions
After going through the note, try to test yourself by answering the
following questions. When you are through by yourself, discuss with
your colleagues.
1. Why do you need to conduct supervision?
2. If you are assigned to a supervisor, what are the activities that
you will perform?
3. Is supervision done only by higher officials? (Say True or
False).
supervision and monitoring?
UNIT SIX Implementation
Learning Objectives At the end of this Unit, the trainee will be able to:
• Define implementation,
resources that are needed for implementation,
• Use time-table for proper follow up of implementation,
• Decide on important issues to facilitate implementation,
• Know that motivation of staff, coordination, monitoring
and supervision of works are vital for implementation, and
• Understand factors that affect implementation and find
means of alleviating them.
Definition It is putting a program into action or doing the work.
What is to be implemented depends on the plan. Once a program has
been planned and marketed, it must be implemented.
Implementation “consists of initiating the activity, providing assistance
to it and to its participant, problem-solving issues that may arise, and
reporting on progress.” To accomplish all of this, one has to select the
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concerns associated with implementation are handled properly.
Factors that facilitate Implementation 1. The implementer need to
Know and review the plans drafted,
Understand the goals/objectives,
Arrange time-table,
2. Allocating the necessary Resources/Inputs
• Manpower Secure and deploy on time the necessary manpower in kind
and number.
• Money - Clear budget for capital and recurrent uses have to be
available and utilized effectively and efficiently.
- Know the amount of budget allocated for implementing the
project/program/activity.
Materials
corruption.
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Information
progress of the implementation.
there is any constraint, etc.
Time
- Develop time-table to follow the implementation.
Implementation Timetable To provide some guidance in implementing a program, it is helpful to
compile a tentative timetable for implementation. It might even be
useful to include the entire planning process.
Tasks/Activities Time/Months
J F M A M J J A S O N D Phase in intervention X
Total implementation X X X X X X X X X X X
Collect and analyze
data for evaluation
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3. Create good relation with the stakeholders at all levels. More
emphasis has to be given to the immediate manager.
4. Coordination of the work Coordination of the work will facilitate implementation and will help
to complete the program on time. Some of the areas to be
considered in coordination are:
Give authority that can balance the authority offered.
Person in charge have to be assigned and be known by all.
Develop check lists that will guide coordination such as:
o What is to be done?
o Where does the action will take place?
o When will be the action will take place?
o Which materials and equipment are needed?
o Who will be responsible at each level? General and
specific responsibilities have to be clearly stated and
known by all concerned. Etc.
5. Communication
Directives and coordination will go smoothly if there is proper
communication on the ground
community.
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etc.
community, and other relevant stakeholders will enhance
and facilitate the implementation process.
Create networking with all stakeholders.
Intersectoral communication and collaboration will
enhance the implementation process.
6. Monitoring and Supervision Monitoring is a continuous, systematic and critical review of a
project/program/activity with the aim of checking progress.
Corrective action has to be taken if any gap is detected during
monitoring. During monitoring check
If the time is properly utilized,
If the necessary manpower is deployed,
If the necessary resources utilized properly,
If there is a need of modifying/changing, etc.
Use of Log Frames, Activity Plans, and Schedules will help to
monitor progress.
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Periodic supervision has to be made to know the progress of the
implementation. It needs to be planned. It is to maintain and
improve the quality of implementation of program/activity.
Supervision can be conducted either directly by observing the
implementation at the site or indirectly by checking reports.
Decisions on Implementation First: Ensure that program activities are executed as planned and
services delivered as intended.
Coordination of activities on time and place are the first to be
considered.
Second: The deployment of personnel in the right number, time and
place. Organizing, directing and supervising.
Third: Mobilization and allocation of the necessary resources.
Monitoring and controlling, logistics deploying, accounting and
organizing have to be undertaken for proper implementation of
programs/activities.
quality.
etc.
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Poor implementation means delayed or non-implemented or different
from that planned. The factors for such causes could be unavoidable
or failure at earlier parts of the planning cycle or failure at the
programming and implementation stages. The factors could be
internal, such as turn over of trained staff or external such as natural
calamities, shortage of fund, etc.
Factors
A change in priorities/ polices. So we need to be flexible in our
planning.
Resistance to the changes. It can be internal and external and
it is anticipated. So you should overcome and absorb it.
Lack on the necessary resources. This can be due to external,
unforeseeable circumstances or poor design.
Imprecisely specified project/program. This can be due to a
failure to quantify, identify, when the resources are required.
Lack of appropriate organizational structures.
Lack of appropriate managerial skills.
Unforeseen circumstances, e.g. famine, war, etc.
The solutions for the above factors depend on the individual cause.
The implementer has to find the main causes and act accordingly.
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He/She should act immediately on those areas under their control.
Those areas which are beyond their capacity have to be
communicated to the responsible bodies immediately.
Effective Performance Measurement Process These measurement process needs due attention by any
implementer:
Formulate short-term goals;
Provides support and technical assistances to those involved in
the process.
To allocate resources.
To guide implementation/execution.
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Exercises Instruction
After going through the reading of this section, answer the following
question first by yourself and then with your group/colleagues.
1. What is implementation?
3. List the necessary factors that are relevant to implement
any health activity/program.
4. What are some of the causes for poor implementation and
what measures do you take to alleviate them?
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UNIT SEVEN Evaluation
Learning Objectives At the end of this unit, the trainee will be able to:
• Define evaluation,
• know the steps in evaluation,
• Identify practical problems in evaluation and find means of
solving them,
monitoring, and
evaluation.
Definition
It is the methodical process of determining the worth of a system,
project, course of action, campaign, etc. It involves the comparison of
the actual performance of the system.
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It is also defined as a systemic way of learning from experience and
using the lessons learned to improve current activities and promote
better planning by careful selection of alternatives for future action or
as asking, “Did we achieve what we set out to do?” and comparing
the present situation with the past in order to find out to what extent
organizing purposes have been achieved.
All in all it is determining the value or worth of the objects of interest
(health programs) against standards of acceptability.
Meaningful evaluation requires clear thinking, profound learning,
modify/make new plans, takes corrective actions and provide
feedback on time.
It is carried out mainly as a way of looking at program activities,
human resources, material resources, information, facts and figures;
in order to monitor progress and effectiveness, consider costs and
efficiency, show where changes were needed, and help to plan more
effectively for the future. Hence, evaluation is a continuous process.
Evaluation: - cannot be expected to do anything
What it can often do is: -
♦ To show the main achievements/findings;
♦ To show where and how changes can be made;
♦ To show how strengths can be built upon;
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♦ To increase skills in decision-making.
The results of evaluation are expected to show:
• What a program has been trying to do?;
• What actually happened?
has happened
• What needs to be done
Evaluation involves finding the answers to the following questions:
• Are workers performing well as planned?
• Is equipment functioning as effectively as expected?
• Are resources being utilized fully?
• Are records being maintained correctly?
• Are the collective actions of the workers producing expected
results?
If the answer to one of more of these is no, then the reasons for the
deficiency are explored. Where do the faults lie? Is the machines or in
the basic assumption that the planned activities lead to the expected
outcomes?
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system. Suitable corrective actions need to be undertaken.
• To justify the governmental expenditure on a program by
demonstrating its worth and convincing the people that their
money is being well utilized.
Stakeholders be it in health or other sectors, they need programs to
be evaluated and the necessary measurements to be undertaken. Six
general reasons why stakeholders may want programs to be
evaluated.
improved health status.
Through it weak elements can be identified, removed and
replaced.
stakeholders.
continue, discontinue or expand.
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Positive evaluation information channeled through the media
can help sell a program, which in turn may lead to additional
funding.
5. To contribute to the scientific basis for community public
health intervention.
Program evaluation can provide funding that can lead to new
hypothesis about human behavior and community change,
which in turn may lead to new and better programs.
6. To inform policy decisions.
Program evaluation data can be used to impact policy within
the community.
The Process of Evaluation It is spiral and the steps have to be followed properly.
1. Deciding when and how to evaluate: Planning
2. Selecting objectives and methods to be used: Planning
3. Carry out the evaluation: Data collection
4. Looking of the results: Data analysis
5. Using the results to improve the program: report and Application.
In detail it is presented as follows:
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Planning evaluation means: planning is an organized method by
which you can work out how you intend to reach your evaluation
objectives and when.
Indicate the kind of methods you need to use
Decide what you need to do in detail
Decide the role each person will play in the evaluation
Indicate how long the evaluation will take and how much it will
cost
See how one part the evaluation relates to the others
Increase skills in planning & organization.
Review the program goals and objectives
- Determine whether the necessary resources are available
- Determine the evaluation design
and objectives of the program.
Data collection: How to collect: survey, records and documents, telephone and
personal interview, observation Who will collect? Etc.
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Reporting: Who will receive the results?
Who will report the findings?
How to disseminate? Etc.
The process of supervision
1. Preparation for supervision
Study the available documents (such as reports, charts, job
descriptions, etc. )
Prepare a supervision schedule.
The most important discrepancies and problems have to be identified
and prioritized thereby setting out a checklists of activities and tasks
to which priority attention should be given in respect to each program,
district, institution or unit, and type of health worker.
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will establish contacts with appropriate persons and groups,
discuss the issues on the checklists,
enter into more detailed discussion with the supervisees,
observe the supervisee in his/her work,
identify areas for follow up,
consult with community representatives, and
report to the health team.
3. Follow-up of supervision
This stage should systematically set out the particular solutions to the
individual problems identified through the supervisors’ report and the
health teams’ program of work.
It is important to clarify the objectives and targets, and then set out
the actions required in terms of training, timetable of activities, and
changes in logistic support.
In order to secure a record for future supervision and clarify action
required, the supervisor should make a report.
Steps in Evaluation 1. Assess the evaluation situation
Determine the evaluation goal
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Clarify what is at stake, e.g. human lives, change in policy,
etc.
Specify how much confidence and reliability to aim for.
2. How to choose the evaluation design appropriate to the evaluation situation
Assess feasibility of achieving
Choosing the evaluation design appropriate to the situation, and
Assessment of evaluation criteria.
3. How to develop evaluation indicators and instruments. 4. How to plan your approach for analyzing data. 5. How to plan for optimal use of results for learning and action.
Three key steps are important:
Know your audience
Simplify, simplify, simplify.
The General Approach to evaluate:
Five Steps: Deciding- what aspects of programs are to be evaluated/measurecd?
Collecting- the information- evidence findings.
Comparing the results with targets/objectives.
Judging- target/objectives met.
feedback.
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Types of evaluation Some authors use the terms Process, Impacts, and Outcome to
determine the value of a program.
Others use the term Formative/ Diagnostic or Progressive
Evaluation to evaluate inputs and it is performed during
implementation. Summative or Terminal Evaluation to evaluate
outputs and it is done at the conclusion of the program.
The type of evaluation reflects:
Whether the results are needed to improve a program before or
during implementation.
To determine whether the program met the goals and
objectives.
Document the implementation of a project and explain cause and
effect.
2. Impact Evaluation Document and explain cause and effect
Focus on the immediate observable effects of a program
leading to the intended outcomes of a program, immediate
outcomes. Requires at least 5 years from the inception of a
program.
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3. Formative/ Diagnostic Evaluation Any combination of measurements obtained and judgment
made before or during the implementation of materials,
methods activities or programs to control or assure or
improve the quality of performance or delivery.
Is providing information on progress. It must therefore be
continuously possible.
Is designed to inform about the amount still has to go
before achieving objectives.
until completed.
Enables activities to be adjusted in accordance with
progress made or lack of it. Therefore, it is a teaching
method.
Is very useful in guidance and prompt to ask for help.
Is carried out frequently.
conclusions to be dawned about impact outcome or benefits of
the program or method.
Evaluation methods Many kinds
- To evaluate the effects of program activities
People (commonly used methods)
• Verbal questions: such as those asked in questionnaires,
interviews, etc
tests of knowledge and skills, attitudes.
• Analysis of existing information: such as records, reports,
diaries and autobiographies
practices, procedures.
Program structure and organization:- as well as the methods used
to evaluate people
past evaluations, minutes of meeting, etc
Verbal or written questions: such as questionnaires
Interviews
Observations
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# of people or houses, etc
• Physical tests
interviews, surveys,
Who will conduct the evaluation?
The evaluator may be someone associated with the program or
someone from outside.
If someone trained in evaluation, who is personally involved with the
program conducts
Advantages:
Less expensive.
Major Drawbacks:
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An External Evaluation is one conducted by someone who is not
conducted with the
• Can provide a more objective outlook and a fresh perspective,
and it helps to ensure unbiased outcome of evaluation.
Disadvantage:
1. The planner failed to build evaluation into program planning.
2. Adequate procedures cost time and resources.
3. Changes sometimes come slowly.
4. Some changes do not last.
5. It is often difficult to distinguish between cause and effect.
6. Conflict can arise between professional standards and do-it-
yourself attitudes.
Monitoring
Monitoring is the day-to-day watch on, or continuous follow-up of, the
on going activities. It is carried out through observation of men and
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materials, discussion with workers, supervisors and beneficiaries, and
review of reports, diaries and statistical data. Monitoring is one of the
tools for evaluation.
It is regularly checking to see that program activities are being done
as planned.
It means collecting information and keeping records about activities to
check whether the work is being carried out as planned and to assess
reactions of people receiving the services or involved in the project.
The goals of monitoring are:
To identify any problem early,
To solve without delaying the progress of the program.
Key areas of monitoring
2. Training, type, relevance and quality.
3. Quantity and quality of work done.
4. Communication.
Action
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Indicators An indicator is a standard used to measure changes in the state of
health and welfare of the community. They are predetermined and
pre-defined and are employed to compare the expected with the
actual performance. Three types of these are generally used
1. The Input Indicators
These specify the quantity of materials, drugs, vaccines, etc. to be
procured, the number of personnel of different categories to be
recruited, sent for training, etc. and the amount of money to be spent.
2. Process or Performance Indicators These are the yardsticks to determine the success of the main, the
supportive, and the developmental activities. E.g. The number of daily
out patient attendance, % wells chlorinated in the month, etc.
3. Outcome, Effect, Impact or Output Indicators These are the yardsticks for assessing the impact of the program.
E.g. % decreases in IMR, MM, Death, birth rates, etc.
Indicators are important for evaluation.
It is a marker – to analyze present situations
• To make comparisons
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• level of political commitment
• the allocation of resources
• the degree of decentralization
• level and distribution of economic wealth
• types and levels of employment
• school enrollment and adult literacy, etc.
c. Population related indicators: demographic characters
d. Provision of health care: availability, accessibility, and coverage
e. Health status: nutritional status, infant mortality, maternal mortality,
etc.
government or of any other component, such as department or
division, its plans, objectives, its means of operation and use of
human and physical facilities.
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It is a checklist of questions related to management.
It is a summary of all operational control process.
It can be used as a tool by
• Health workers with management functions to examine their
own success and failures, or
• Supervisors to assess the management efficiency of an
organization.
Audit is defined as the systematic examination of the accounts of a
system. It is carried out for detecting errors. The objective of audit is
to correct the errors and improve its working and efficiency.
The process can be
organization, or
management in making control decisions.
Example: Management audit for a rural health unit
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Instruction: Under the date of audit, write Y (Yes) or N (No)
opposite each statement.
Description of work Date Action Date Action 1. Planning & Organization
- The health center has one or more defined objectives.
- Regular staff meetings are held
2. Personnel - Each member of the
team has a written job description
- Team members show concern for the welfare of patients
3. Resources - There is sufficient
equipment - Drugs issue are
- There is a health committee of people within the area
- Health goals and activities relate to PH needs.
5. Control System - There are monthly
statistical reports - The patient registers
are clear and up to date
2/1/93 Y
1. Back ground information
3. Literature review
• To make sound decisions regarding the worth for effectiveness
of health promotion programs,
• To eliminate weak program components,
• To meet requirements of funding sources, or
• To provide information about programs.
The evaluation process takes place before, during, and after program
implementation. If the evaluation is well designed and conducted, the
findings can be extremely beneficial to the program stakeholders.
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Exercises Instructions After reading the note thoroughly test yourself by answering the
following questions. Later on you can discuss with your colleagues.
1. What is evaluation?
3. How do you solve the practical problems in evaluation?
4. What are the similarities and differences of evaluation and
monitoring?
5. Evaluation should not be considered as one of the activities in
the health institutions. (True or False).
6. If you are assigned to be head of a health post, how do you
evaluate your program? E.g. Home visiting.
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London.
and Evaluating Health Promotion Program, third edition, 2001,
USA.
3. Stephen M. Shortell, Arnold D. Kaluzny, Essentials of Health
Care Management, 1997, USA.
4. Rosemary Mcmahon and others, On Being In Charge, A
Guide to Management in PHC, 1992, WHO, Geneva.Health
5. Charles Collins, Management and Organization of Developing
Health Systems, 1994, USA.
6. WHO, Public Health Papers, Health Care Facility Projects in
Developing Areas, 1984, Geneva.
9. Challi Jira (2003): Health Planning for Health Science students
Lecture Note series –Jimma University –Faculty of Public
Health.
10. Mc Mahn R. Barton G. Piot M (1992). On Being In charge –A
guide to Management in Primary health Care, WHO Geneva.
11. FMOH-HSDP II
12. Theresa J .K .Drinka and Philip G. Clark Health care team
work,2000,U.S.A.